Student Organization Guidebook
Services of the Copy Center, Room 53, Ground Floor Recitation Hall, are available Monday through Friday, 8 a.m. to 12 noon and 1 to 5 p.m. Your copy must be camera-ready. A three-day turnaround time is guaranteed for routine jobs; large or complex jobs may require more time. Rush jobs can occasionally be accommodated, please call ahead. Recognized student organizations may establish an account for billing purposes through the Accounting Department. All other orders must be paid by cash or check at the time the job is picked up. Various sizes and colors of paper are available. All printing is done in black. Folding, collating, stapling, binding, and hole punching can also be performed with additional time allowed. Please call 327-6300 for copy pricing or other information.
Service Center - Student Center Mail Room
The Service Center (also called the Student Center Mail Room) is located in the basement of the Student Center and is open from 9:00am to 8:00pm on weekdays. This office coordinates the delivery of all campus and U.S. mail that is sent to student mailboxes. Your student organization may want to advertise its programs and activities through the use of select mass mailings or mass mailings sent through the Service Center.
A. Select Mass Mailings: They must be submitted in numerical order. Labels are available. Mass mailings to select groups that are computer-identifiable (i.e. seniors, juniors, resident hall students, etc.) can be done by requesting mailing labels through the Office of Student Development at 327-7800. Requests should be made three days in advance of the time needed . After you have affixed the labels to your mailing, you must submit it to the Service Center in box number order. Mailings not received in numerical order will be returned to the sending organization. If the group you wish to contact cannot be identified by the computer, the mailing must be addressed by hand. All mailings should be dated for the date it is to be put into the boxes, not the date it is sent to be printed.
B. Mass Mailings: Mass mailings sent to all students do not need labels, names or box numbers, but they must be at least 3" x 5" in size. Simply provide the Service Center with 2200 folded copies of the documents you wish to mail. Please allow 2 days for mass mailings to be distributed. Mailings must be in accordance with university mailing policies, which are on file at the Service Center. Please note: Do not put mass mailings in the campus mail slot in the lobby. Submit them at the service window during regular operating hours.
Some other services that the Service Center provides include the sending and receiving of faxes, cash reimbursements for student organization expenses that are under $25.00 and not related to travel, movie checkout for student organization programming, and maintenance of an organization mailbox for every registered group on campus.
The Mail Room, located in the basement of Recitation Hall, is the university's link with the U.S. Postal Service for all outgoing metered mail.
• Always separate local, out-of-town, and foreign mail for correct processing.
• If you are using a standard #10 envelope, always leave the flap open.
• Make sure to have an account number and remember to fill out a Metered Mail Slip. These slips are available at the Mail Room and from Student Activities.
• If there is a bulk mailing that needs to go out, please call 327-6322.
• If your organization needs to send a package or letter by FedEx, please contact the Dispatcher's Office on the main floor of Recitation Hall.
If your organization will have food at one of its events, you will likely want to work with Sodexo Campus Services as a provider. In fact, due to contractual obligations, all catered events that take place in university facilities must be arranged through the Dining Services office, which is located on the second floor of the Student Center. But even if you plan to hold an event off-campus, Dining Services can still work to meet your needs. One option you have is to order the food in advance and pick it up yourself. The other option is to have your event catered. Either way, you should contact the Dining Services office at 327-6161 at least one week before the event, preferably two. If there are students in your organization with meal plans, you can request a meal swap so that your organization is given credit for the cost of a meal at the CDR. If you want to host a Thanksgiving dinner in a residence hall lobby, for example, or hold a cookout at a park in Springfield, or take box lunches on a field trip, there are several things you must do.
• Provide Dining Services with the first name, last name, and social security number of all participating students with meal plans. This must be done 48 hours in advance.
• Turn in a guaranteed count 48 hours in advance.
• If you plan to borrow utensils or a grill for the event, you will also need to pay a $75 deposit or provide Dining Services with a university account number to be billed in case the items are not returned.
• Make sure that all participants know that they cannot go to the CDR for that meal if they have signed up for a meal swap.
• On the day of the event, go to the Dining Services office to pick up the food.
Your organization will then be billed for the cost of the food you ordered, less the value of the meals swapped.
In order to arrange a catered meal for your organization, you will have to complete a Scheduling Request Form. These are available at the Office of Student Involvement and other places. See also section seven, Scheduling for Events and Speakers, above.
Transportation Office - Motor Pool
Wittenberg University owns a fleet of vehicles for the purpose of transporting students to and from University functions. The fleet consists of ten sedans and ten 11-passenger vans, which can be reserved on a first-come first-served basis. Academic and athletic functions take precedence in scheduling if there are more requests than vehicles available on a particular time and day. Wittenberg reserves the right to deny use of vehicles by a group or organization, as it deems necessary, at Wittenberg's sole discretion.
The Transportation Office, also known as Motor Pool, is located in the Recitation Hall Annex. Its normal hours of operation are 8 a.m. to 5 p.m. from Monday to Friday. Any questions? Call 327-7446.
Driving a University-Owned Vehicle
Wittenberg reserves the right to grant, deny or restrict the privilege of driving a University owned vehicle.
Driving privileges are secured by application submitted to the Transportation Office. Once granted, driving privileges may be suspended or revoked at any time, with or without cause, at Wittenberg's sole discretion.
A. Application for Driving Privileges
A student seeking the privilege to operate a University-owned vehicle must attend a Driver Authorization class (for dates and times, contact the Transportation Office at 327-7446), successfully complete a written exam, and submit an application with a copy of a current valid drivers license from his or her home state. The applicant must disclose all accident and/or moving violations in which the applicant has been involved during the previous three (3) years. Applications are subject to verification through the Bureau of Motor Vehicles.
Privileges to operate a University vehicle are granted for the academic year plus any vacation breaks from the date of application until the next academic year. Students must update their applications at the beginning of each academic year; failure to update application will result in loss of driving privileges.
Wittenberg may restrict driving privileges in any way that it deems appropriate. Effective August 1, 1990 applicants must be at least 20 years old to operate a Wittenberg van.
If the applicant has had more than two accidents and/or moving violations within the preceding 12 months or if any alcohol related violation has occurred at any time, the application will be denied. A student whose application has been denied because of an accident/moving violation may reapply when 12 months have lapsed from the date of the most recent accident/violation.
Any false information on the application will result in the immediate and permanent revocation of driving privileges.
B. Suspension/Revocation of Driving Privilege
If a student obtains driving privileges, and subsequently is involved in an accident or moving violation in a vehicle, the student must report the accident/moving violation to the Transportation Office within 24 hours. Upon review of the driver application and circumstances surrounding the incident, a decision will be made as to whether driving privileges will be suspended. If privileges are suspended, upon re-application, the driver may be reinstated after 12 months have elapsed and the Transportation coordinator reviews student driver status and recommends authorization. An authorized student driver list is available in the office.
C. Driver Authorization Classes
Call the Transportation Office for dates and times at 327-7446.
PROCEDURES FOR THE USE OF UNIVERSITY VEHICLES
A. Requesting the Use of a University Vehicle
1. Obtain a Vehicle Request Form from the Transportation Office or at the Student Center Information desk.
2. The form must be fully completed (with account number, approval signature, and driver name before vehicle will be scheduled). Return the completed form to the Motor Pool office. Do not take the form apart. All student, staff, and faculty drivers must be authorized through the Transportation Office to drive Wittenberg-owned vehicles.
3. Motor Pool office will send a copy to department or organization as confirmation that vehicle(s) have been scheduled.
4. Greek organizations must have the form signed by the Director of Fraternity and Sorority Life.
5. You must do a form for each vehicle requested (2 vehicles = 2 forms) etc...
6. Vehicles should be scheduled at least 48 hours in advance. During busy times, vehicles should be scheduled as far in advance as possible. Tentative scheduling can be done over the phone but these requests will not be honored until completed forms are returned to the Transportation Office.
B. Packet Pick-up Procedures
1. Packets for scheduled vehicles can be obtained after 4:00 p.m. before the day of scheduled usage at the Police/Security 24-Hour window at Recitation Hall, unless other arrangements have been made with the Transportation Coordinator (absolutely no exceptions).
2. The individual driving the vehicle must pick up the packet and keys. A student ID and a signature are required for pick-up.
3. Packets consist of a Vehicle Request Form, keys to the vehicle, a credit card packet and a sheet explaining emergency procedures.
C. Where to Obtain Scheduled Vehicle(s)
1. All scheduled vehicles are located in the Krieg Lot located east of the Krieg Music building, unless otherwise notified by the transportation office.
2. Vehicles can be identified by the blue key tag, which lists the license plate number at the top of the tag.
3. When vehicle is picked up, mileage must be recorded on the Vehicle Request Form in the appropriate space. Return mileage must be recorded upon return of vehicle.
4. Vehicles are picked up and returned to this same location at the designated time of return. Vehicle must be returned on time. Do not assume the vehicle is not being used by any other group or organization.
5. Remove all trash, close all windows and lock doors. Don't leave gas tank empty!